RFP 250000001038 Award Recommendation.pdf

Michigan.gov/MiProcurement

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AWARD RECOMMENDATION

Notice of Intent to Award Number: 250000000540

Notice of Intent to Award Date: 4/11/2025

The Department of Technology, Management and Budget’s Procurement office has completed the evaluation of RFP # 250000001038 for (1) Statewide Digital Imaging and Microfilm Services and, (2) Digital Microfilm Scanner Full-Service Maintenance Agreement and has recommended an award to Graphic Sciences, Inc. in the amount of $40,209,769.59, pending State Administrative Board approval, if applicable. More information on the State Administrative Board can be found at: State Administrative Board.

Bidders who were not recommended for the award are encouraged to schedule a debriefing session with the Solicitation Manager. The debriefing session will provide the bidder with the State’s rationale on why the bidder was not recommended for the award. The Solicitation Manager may be contacted as follows:

Nichole Harrell, Solicitation Manager.

Harrelln@michigan.gov 517-449-9245

Public copies of all bidder proposals can be found here: DTMB - Bid Proposals (michigan.gov)

Background Information:

This Request for Proposal (RFP) was to solicit responses for selection of a Contractor to provide (1) Statewide Digital Imaging and Microfilm Services and (2) Digital Microfilm Scanner Full-Service Maintenance Agreement for the Michigan Department of Health and Human Services Vital Records Department. The term of this contract is five (5) years, with up to five (5) additional one-year renewal options.

Bidders:

The RFP was posted on SIGMA VSS on February 20, 2025, for 39 days. The following bidder submitted its proposal by the published due date of March 31, 2025.

Bidder Address, City, State, Zip Code SDVOB* GDBE**

Graphic Sciences, Inc.

1551 E Lincoln Ave., Suite 100 Madison Heights, MI 48071-4159

No No

*SDVOB: Service-Disabled Veteran Owned Business **GDBE: Geographically Disadvantaged Business Enterprise https://www.michigan.gov/dtmb/policies/state-ad-board https://www.michigan.gov/dtmb/policies/state-ad-board https://www.michigan.gov/dtmb/procurement/contractconnect/bid-proposals

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EVALUATION SYNOPSIS

I. Evaluation Process

A Responsible Vendor is a vendor that demonstrates it has the ability to successfully perform the duties identified by the solicitation. A Responsive proposal is one that is submitted in accordance with the solicitation instructions and meets all mandatory requirements identified in the solicitation.

Proposal Instructions: Evaluation Process

The State will evaluate each proposal based on the following factors:

A. Statewide Digital Imaging and Microfilm Services

Technical Criteria Name Evaluation Weight

Project Scope

• Schedule A1 – Statement of Work, Sections 1 and 4

• Schedule A1 – Exhibit 1 – Authorizing Document

• Schedule D – Data Security Requirements

• Schedule D – Attachment 1 – CJIS Addendum

• Schedule E – Disaster Recovery Plan

Service Requirements

• Schedule A1 – Statement of Work, Sections 2, and 5 -17

Staffing

• Schedule A1 – Statement of Work – Section 3

• Attached Resume(s)

Company Background

• Vendor Questions Worksheet

Total Weight 100

B. Digital Microfilm Scanner Full-Service Preventative Maintenance Agreement

Technical Criteria Name Evaluation Weight

Project Scope

• Schedule A1 – Statement of Work, Section 1

Service Requirements

• Schedule A1 – Statement of Work, Sections 2, and 4 - 10

Staffing

• Schedule A1 – Statement of Work – Section 3

Company Background

• Vendor Questions Worksheet

Total Weight 100

The full evaluation process is stated in the RFP Proposal Instructions.

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II. Evaluation Method

Responses to this solicitation were reviewed by Joint Evaluation Committee (JEC), which consisted of the following individuals:

Voting Advisory

Nichole Harrell, DTMB - Procurement Jessica Weston, DTMB – Records Management Brice Sample, DTMB – Records Management Catherine Alana, MDHHS – Vital Records

Lauri Bonnell, MDHHS - Purchasing Angela Derose, DTMB – Records Management

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III. Evaluation Results

The JEC determined that Graphic Sciences, Inc. proposal met the minimum 80 technical evaluation point threshold. The JEC derived the technical score below from the bidder’s written proposal:

DEDUCTIONS SUMMARY

A. Statewide Digital Imaging and Microfilm Services

Technical Criteria Name Graphic Sciences Inc.

Project Scope

• Schedule A1 – Statement of Work, Sections 1 and 4

• Schedule A1 – Exhibit 1 – Authorizing Document

• Schedule D – Data Security Requirements

• Schedule D – Attachment 1 – CJIS Addendum

• Schedule E – Disaster Recovery Plan

Service Requirements

• Schedule A1 – Statement of Work, Sections 2, and 5 -17 0

Staffing

• Schedule A1 – Statement of Work – Section 3

• Attached Resume(s)

Company Background

• Vendor Questions Worksheet 0

Total Technical Evaluation Deductions

Technical Evaluation Score 100

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B. Digital Microfilm Scanner Full-Service Preventative Maintenance Agreement

Technical Criteria Name Graphic Sciences Inc.

Project Scope

• Schedule A1 – Statement of Work, Section 1 -1

Service Requirements

• Schedule A1 – Statement of Work, Sections 2, and 4 - 10 0

Staffing

• Schedule A1 – Statement of Work – Section 3 0

Company Background

• Vendor Questions Worksheet 0

Total Technical Evaluation Deduction -1

Technical Evaluation Score 99

EVALUATION SCORING BREAKDOWN

A. Statewide Digital Imaging and Microfilm Services

SCHEDULE A1 - REQUIREMENTS & PROJECT PLAN, SCHEDULE D & SCHEDULE E

Proposal Section Description Graphic Sciences Inc.

Section 1. Requirements:

SOW Sec. 1.1. General Requirements No deductions noted for this section. - SOW Sec. 1.2. Specific Standards No deductions noted for this section. - SOW Sec. 1.3. Product Specifications No deductions noted for this section. - SOW Sec. 1.4. Quality Assurance Program No deductions noted for this section. - SOW Sec. 1.5. Incentives No deductions noted for this section. - SOW Sec. 1.6. Penalties No deductions noted for this section. - Section 4. Project Plan Bidder Project Plan No deductions noted for this section. -

Schedule A1 – Exhibit 1 – Authorizing Document

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Authorizing Document Bidder accepts requirements as presented. -

Schedule D – Data Security Requirements

Data Security Requirements Bidder accepts requirements as presented. -

Schedule D – Attachment 1 – CJIS Addendum

CJIS Addendum Bidder accepts requirements as presented. -

Schedule E – Disaster Recovery Plan

Bidder Disaster Recovery Plan No deductions noted for this section. -

Deductions Subtotal 0

SCHEDULE A1 – SERVICE REQUIREMENTS

Proposal Section Description Graphic Sciences Inc.

Section 2. Service Requirements:

SOW Sec. 2.1. Delivery No deductions noted for this section. - SOW Sec. 2.2. Reporting No deductions noted for this section. - SOW Sec. 2.3. Meetings No deductions noted for this section. - Section 5. Pricing SOW Sec. 5.1. Price Term No deductions noted for this section. - SOW Sec. 5.2. Price Changes No deductions noted for this section. - Section 6. Ordering SOW Sec. 6.1. Authorizing Document No deductions noted for this section. -

SOW Sec. 6.2. Order Verification No deductions noted for this section. -

Section 7. Delivery

SOW Sec. 7.1. Delivery Programs No deductions noted for this section. -

Section 8. Acceptance SOW Sec. 8.1. Acceptance, Inspection and Testing No deductions noted for this section. - SOW Sec. 8.2. Final Acceptance No deductions noted for this section. -

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Section 9. Invoice and Payment

SOW Sec. 9.1. Invoice Requirements No deductions noted for this section. - SOW Sec. 9.2. Payment Methods No deductions noted for this section. -

SOW Sec. 9.3. Procedure No deductions noted for this section. -

Section 10. Licensing Agreement Licensing Agreement (if applicable) No deductions noted for this section. -

Section 11. Secondary Production Site

Secondary Production Site Requirements No deductions noted for this section. - Section 12. Northern Michigan Production Site

Northern Michigan Production Site Requirements No deductions noted for this section. -

Section 13. Additional Requirements SOW Sec. 13.1. Environmental and Energy Efficient Products No deductions noted for this section. -

SOW Sec. 13.2. Hazardous Chemical Identification No deductions noted for this section. -

SOW Sec. 13.3. Mercury Content No deductions noted for this section. - SOW Sec. 13.4. Brominated Flame Retardants No deductions noted for this section. -

SOW Sec. 13.5. Standard and Public Acts No deductions noted for this section. -

SOW Sec. 13.6. Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS) No deductions noted for this section. -

SCHEDULE A1 - STAFFING

Section 3. Staffing SOW Sec. 3.1. Contractor Representative No deductions noted for this section. - SOW Sec. 3.2. Key Personnel No deductions noted for this section. - SOW Sec. 3.3. Organizational Chart No deductions noted for this section. - SOW Sec. 3.4. Customer Service Telephone Number No deductions noted for this section. - SOW Sec. 3.5. Work Hours No deductions noted for this section. - SOW Sec. 3.6. Disclosure of Subcontractors No deductions noted for this section. -

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SOW Sec. 3.7. Security No deductions noted for this section. - SOW Sec. 3.7.1. Physical Security No deductions noted for this section. - SOW Sec. 3.7.2. Network/Data Security No deductions noted for this section. - SOW Sec. 3.8. Access to Tax Information No deductions noted for this section. -

COMPANY BACKGROUND – VENDOR QUESTIONS WORKSHEET

Vendor Questions Worksheet Vendor Questions Worksheet Sec. 1 – 13 No deductions noted for these sections. -

B. Digital Microfilm Scanner Full-Service Preventative Maintenance Agreement

SCHEDULE A2 – GENERAL REQUIREMENTS

Proposal Section Description Graphic Sciences Inc.

Section 1. General Requirements:

SOW Sec. 1.1. Service Specifications

Bidder failed to explain their ability to provide on-site repair services and describe what is included in their on-site repair service as requested.

-1

SOW Sec. 1.2. Warranties No deductions noted for this section. - SOW Sec. 1.3. Recall Requirements and Procedures No deductions noted for this section. - SOW Sec. 1.4. Quality Assurance Program No deductions noted for this section. - SOW Sec. 1.5. Incentives No deductions noted for this section. -

Deductions Subtotal -1

SCHEDULE A2 – SERVICE REQUIREMENTS

Section 2. Service Requirements:

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SOW Sec. 2.1. Timeframes No deductions noted for this section. - SOW Sec. 2.2. Reporting No deductions noted for this section. - SOW Sec. 2.3. Meetings No deductions noted for this section. - Section 4. Pricing SOW Sec. 4.1. Price Term No deductions noted for this section. - SOW Sec. 4.2. Price Changes No deductions noted for this section. - Section 5. Ordering SOW Sec. 5.1. Authorizing Document No deductions noted for this section. - Section 6. Acceptance SOW Sec. 6.1. Acceptance, Inspection and Testing No deductions noted for this section. - Section 7. Invoice and Payment SOW Sec. 7.1. Invoice Requirements No deductions noted for this section. - SOW Sec. 7.2. Payment Methods No deductions noted for this section. - SOW Sec. 7.3. Procedure No deductions noted for this section. - Section 8. Licensing Agreement Licensing Agreement (if applicable) No deductions noted for this section. - Section 9. Additional Requirements SOW Sec. 9.1. Environmental and Energy Efficient Products No deductions noted for this section. - SOW Sec. 9.2. Hazardous Chemical Identification No deductions noted for this section. - SOW Sec. 9.3. Mercury Content No deductions noted for this section. - SOW Sec. 9.4. Brominated Flame Retardants No deductions noted for this section. - SOW Sec. 9.5. Perfluoroalkyl and Polyfluoroalkyl Substances (PFAS) No deductions noted for this section. - Section 10. Service-Level Agreements (SLAs) SOW Sec. 10. Metric 1 No deductions noted for this section. -

SCHEDULE A2 - STAFFING

Section 3. Staffing SOW Sec. 3.1. Contractor Representative No deductions noted for this section. -

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SOW Sec. 3.2. Key Personnel No deductions noted for this section. - SOW Sec. 3.3. Customer Service Telephone Number No deductions noted for this section. - SOW Sec. 3.4. Technical Support, Repairs and Maintenance No deductions noted for this section. - SOW Sec. 3.6. Disclosure of Subcontractors No deductions noted for this section. - SOW Sec. 3.7. Security No deductions noted for this section. -

COMPANY BACKGROUND – VENDOR QUESTIONS WORKSHEET

Vendor Questions Worksheet Vendor Questions Worksheet Sec. 1 - 13 No deductions noted for these sections. -

Deductions Subtotal 0

IV. Pricing Summary

Pricing was evaluated for the bidders who passed technical. The following is a summary of their price proposals:

A. Statewide Digital Imaging and Microfilm

Deliverable Unit of Measurement

Estimated Annual Usage Per Unit Cost Extended Unit

Cost

1 105MM Diazo duplication Image 0 $ 0.429 $ 0.00

2 105MM Fiche scanning high speed Image 27127 $ 0.076 $ 2,050.80

3 105MM Step and Repeat microfilming Image 0 $ 0.154 $ 0.00

4 16MM 2.5 MIL Unit 0 $ 12.452 $ 0.00

5 16MM 2.5 MIL Diazo duplication Unit 1943 $ 16.201 $ 31,479.22

6 16MM 2.5 MIL Silver duplication Unit 0 $ 45.293 $ 0.00

7 16MM 5 Channel Jackets loaded and labeled Image 0 $ 0.990 $ 0.00

8 16MM 5 MIL Unit 0 $ 8.580 $ 0.00

9 16MM 5 MIL Diazo duplication Unit 665 $ 12.816 $ 8,522.34

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Deliverable Unit of Measurement

Estimated Annual Usage Per Unit Cost Extended Unit

Cost

10 16MM 5 MIL Silver duplication Unit 328 $ 24.725 $ 8,109.88

11 16MM Jackets Image 1597 $ 0.176 $ 281.07

12 16MM Planetary microfilming Image 2681147 $ 0.135 $ 361,954.85

13 16MM Roll 5 mil microfilm scanning Image 1431652 $ 0.070 $ 100,501.97

14 16MM Rotary All Types Image 0 $ 0.040 $ 0.00

15 35MM Aperture Cards loaded and labeled Image 0 $ 0.250 $ 0.00

16 35MM Aperture Cards scanning Image 0 $ 0.890 $ 0.00

17 35MM Diazo duplication Image 153 $ 15.601 $ 2,386.97

18 35MM Engineer Drawings All Sizes microfilming Unit 53637 $ 0.810 $ 43,445.97

19 35MM Roll film scanning Image 49661 $ 0.088 $ 4,374.39

20 35MM Roll or Aperture Cards prints Image 0 $ 0.680 $ 0.00

21 35MM Silver duplication Image 16 $ 50.936 $ 814.97

22 3M Mags Supplied and Loaded Unit 0 $ 4.250 $ 0.00

23 Additional Quality Control Unit 1511 $ 44.507 $ 67,250.76

24 Box Storage by the Month Unit 57742 $ 0.387 $ 22,357.70

25 Computer Run Time Hourly 46 $ 16.864 $ 775.76

26 Custom Programming Hourly 105 $ 222.242 $ 23,335.39

27 Data Entry Hourly 7292 $ 56.532 $ 412,228.54

28 Data Entry Heads Down Keystroke 46969585 $ 0.017 $ 785,566.31

29 Decision Based Doc Prep Hourly 2681 $ 51.999 $ 139,420.09

30 Decision Based QC/Special Imaging Hourly 0 $ 48.717 $ 0.00

31 Doc Prep Hourly 48114 $ 29.039 $ 1,397,179.53

32 Jackets Fiche 16MM Roll prints Image 0 $ 0.256 $ 0.00

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Deliverable Unit of Measurement

Estimated Annual Usage Per Unit Cost Extended Unit

Cost

33 KODAK Type A ANSI Clip Unit 163 $ 2.342 $ 381.66

34 OCR Hourly 2655 $ 16.864 $ 44,774.92

35 Per Linear Foot Digital Scanning Foot 0 $ 0.133 $ 0.00

36 Silver 16MM Roll microfilm from digital images Image 2666259 $ 0.072 $ 190,770.83

37 Up to 11 X 14 Digital Scanning Image 0 $ 0.109 $ 0.00

38 Up to 5.5 X 8.5 Digital Scanning black & white Image 240150 $ 0.066 $ 15,798.27

39 Up to 5.5 X 8.5 Digital Scanning color Image 586531 $ 0.103 $ 60,166.35

40 Up to 8.5 X 14 Digital Scanning black & white Image 15331917 $ 0.090 $ 1,384,702.08

41 Up to 8.5 X 14 Digital Scanning color Image 252350 $ 0.109 $ 27,574.28

42 Northern Michigan Production Site monthly operations Monthly 12 $ 64,449.00 $ 773,388.00

43 Northern Michigan Production Site cost per envelope Unit 43150 $ 3.49 $ 150,593.50

44 Southern Michigan Production Site cost per envelope Unit 580526 $ 3.49 $ 2,026,035.74

45 Digital Book Scanning - Color Image 1 $ 0.810 $ 0.81

46 All Engineering Drawings Digital Scanning - Black and White Image 13616 $ 1.413 $ 19,235.39

47 All Engineering Drawings Digital Scanning - Grayscale or Color Image 1 $ 1.463 $ 1.46

Annual Total Price $ 8,105,459.81

5-Year Total Price $ 40,527,299.05

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B. Digital Microfilm Scanner Full-Service Preventative Maintenance Agreement

Item Description Price Per Unit

1 Annual Maintenance during 3-year warranty period* $550.00 per scanner

2 Annual maintenance after 3-year warranty period** $990.00 per scanner

3 On-Site Repair Services $74.00 \ Hour

Estimated Annual Total Price $5,100.00

Estimated 5-Year Total Price $25,500.00

V. Negotiations

Second-round pricing clarifications and offers were requested from the bidder. As a result, Graphic Sciences, Inc., reduced their overall bid for Statewide Digital Imaging and Microfilm Services by 0.8% and reduced their overall bid for Digital Microfilm Scanner Full-Service Maintenance Agreement by a combined average of 4.0%.

A. Statewide Digital Imaging and Microfilm Services

Note, adjusted pricing is highlighted in red.

Deliverable Unit of Measurement

Estimated Annual Usage Per Unit Cost Extended Unit

Cost

1 105MM Diazo duplication Image 0 $ 0.429 $ 0.00

2 105MM Fiche scanning high speed Image 27127 $ 0.076 $ 2,050.80

3 105MM Step and Repeat microfilming Image 0 $ 0.154 $ 0.00

4 16MM 2.5 MIL Unit 0 $ 12.452 $ 0.00

5 16MM 2.5 MIL Diazo duplication Unit 1943 $ 16.201 $ 31,479.22

6 16MM 2.5 MIL Silver duplication Unit 0 $ 45.293 $ 0.00

7 16MM 5 Channel Jackets loaded and labeled Image 0 $ 0.990 $ 0.00

8 16MM 5 MIL Unit 0 $ 8.580 $ 0.00

9 16MM 5 MIL Diazo duplication Unit 665 $ 12.815 $ 8,522.34

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Deliverable Unit of Measurement

Estimated Annual Usage Per Unit Cost Extended Unit

Cost

10 16MM 5 MIL Silver duplication Unit 328 $ 24.725 $ 8,109.88

11 16MM Jackets Image 1597 $ 0.176 $ 281.07

12 16MM Planetary microfilming Image 2681147 $ 0.135 $ 361,954.85

13 16MM Roll 5 mil microfilm scanning Image 1431652 $ 0.070 $ 100,501.97

14 16MM Rotary All Types Image 0 $ 0.040 $ 0.00

15 35MM Aperture Cards loaded and labeled Image 0 $ 0.250 $ 0.00

16 35MM Aperture Cards scanning Image 0 $ 0.890 $ 0.00

17 35MM Diazo duplication Image 153 $ 15.461 $ 2,365.55

18 35MM Engineer Drawings All Sizes microfilming Unit 53637 $ 0.810 $ 43,445.97

19 35MM Roll film scanning Image 49661 $ 0.087 $ 4,330.44

20 35MM Roll or Aperture Cards prints Image 0 $ 0.680 $ 0.00

21 35MM Silver duplication Image 16 $ 50.936 $ 814.97

22 3M Mags Supplied and Loaded Unit 0 $ 4.250 $ 0.00

23 Additional Quality Control Unit 1511 $ 44.108 $ 66,647.49

24 Box Storage by the Month Unit 57742 $ 0.380 $ 21,947.73

25 Computer Run Time Hourly 46 $ 16.713 $ 768.80

26 Custom Programming Hourly 105 $ 220.249 $ 23,126.10

27 Data Entry Hourly 7292 $ 56.025 $ 408,531.38

28 Data Entry Heads Down Keystroke 46969585 $ 0.017 $ 774,998.15

29 Decision Based Doc Prep Hourly 2681 $ 51.533 $ 138,169.48

30 Decision Based QC/Special Imaging Hourly 0 $ 48.280 $ 0.00

31 Doc Prep Hourly 48114 $ 28.779 $ 1,384,647.80

32 Jackets Fiche 16MM Roll prints Image 0 $ 0.254 $ 0.00

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Deliverable Unit of Measurement

Estimated Annual Usage Per Unit Cost Extended Unit

Cost

33 KODAK Type A ANSI Clip Unit 163 $ 2.321 $ 378.24

34 OCR Hourly 2655 $ 16.713 $ 44,373.28

35 Per Linear Foot Digital Scanning Foot 0 $ 0.131 $ 0.00

36 Silver 16MM Roll microfilm from digital images Image 2666259 $ 0.072 $ 190,637.52

37 Up to 11 X 14 Digital Scanning Image 0 $ 0.108 $ 0.00

38 Up to 5.5 X 8.5 Digital Scanning black & white Image 240150 $ 0.065 $ 15,633.77

39 Up to 5.5 X 8.5 Digital Scanning color Image 586531 $ 0.102 $ 59,591.55

40 Up to 8.5 X 14 Digital Scanning black & white Image 20235748 $ 0.090 $ 1,372,206.57

41 Up to 8.5 X 14 Digital Scanning color Image 252350 $ 0.108 $ 27,304.27

42 Northern Michigan Production Site monthly operations Monthly 12 $ 64,449.000 $ 773,388.00

43 Northern Michigan Production Site cost per envelope Unit 43150 $ 3.450 $ 148,867.50

44 Southern Michigan Production Site cost per envelope Unit 580526 $ 3.450 $ 2,002,814.70

45 Digital Book Scanning - Color Image 1 $ 0.810 $ 0.81

46 All Engineering Drawings Digital Scanning - Black and White Image 13616 $ 1.400 $ 19,062.40

47 All Engineering Drawings Digital Scanning - Grayscale or Color Image 1 $1.453 $ 1.45

Annual Total Price $ 8,036,953.92

5-Year Total Price $ 40,184,769.59

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B. Digital Microfilm Scanner Full-Service Preventative Maintenance Agreement Note, adjusted pricing is highlighted in red.

Item Description Price Per Unit

1 Annual Maintenance during 3-year warranty period $ 525.00 per scanner

2 Annual maintenance after 3-year warranty period $ 940.00 per scanner

3 On-Site Repair Services $ 72.50 \ Hour

Estimated Annual Total Price $ 5,000.00

Estimated 5-Year Total Price $ 25,000.00

VI. Award Recommendation

Award recommendation is made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value is based on the proposal meeting the minimum point threshold and offering the best combination of factors stated in the Proposal Instructions Evaluation Process section, and price.

Graphic Sciences, Inc. provided the best value to the State. Best value factors for Award Recommendation include Technical Evaluation Criteria, scanning equipment sales in addition to scanning equipment service and repair, and price. Award Recommendation is made to Graphic Sciences, Inc. in the amount of $40,209,769.59 for Statewide Digital Imaging and Microfilm Services and Digital Microfilm Scanner Full-Service Maintenance Agreement, pending State Administrative Board approval.